BATS Next Gen Privacy Policy

Privacy policy: Children in our productions and their parents/guardians

Effective date:20th September 2023

We believe in respecting and protecting your privacy and being transparent about what we do with your personal data. It’s all explained here in a single policy.

Our role in your privacy

If you are a young person aged 18 or under or the parent or guardian of a young cast member in a production by BATS Next Gen (‘BNG’, ‘we’, ‘our’), this Privacy Policy applies to you.

Our responsibilities

As a young member or parent/guardian, we act as the ‘data controller’ and ‘data processor’ of your personal data. This means we decide why we collect your data and how we process it. This Privacy Policy aims to clearly explain:

1 – When we collect your personal data and the types we collect
2 – How we use your personal data
3 – Where we store your personal data
4 – How long we hold your personal data for
5 – Third parties who process your personal data
6 – Third parties we share your personal data with
7 – Your privacy choices and rights
8 – Updates to this privacy policy
9 – About BNG and how to contact us

Where our website contains links to other parties’ websites and social media channels, we do not endorse or approve the content or opinions of any third-party site, nor will we have any liability in connection with them. These sites have their own privacy policy, cookie policy and terms and conditions, which may differ from ours.

Your responsibilities

– You read and understand this Privacy Policy
– Parents/guardians of cast members confirm that you authorise us to process data that you provide about your child/children in accordance with this Privacy Policy.

– When we collect your personal data and the types we collect

As a cast member or parent/guardian you interact with us in different ways and we collect data. Sometimes you give the data to us or we collect it about you automatically. Here is how and when we collect data and the type of data we collect:

Data you give to us

When collected

Type of data collected

Legal basis

Becoming a cast member

– Contact details: parent/guardian name, email address, phone number
– Data about your child: name, age on the date of the first performance, any special needs or requirements that we should be aware of

Consent

Making a payment to us (bank transfer)

Contact details: your name, email address

Legitimate interests

Auditioning for a production

Contact details: parent/guardian name, email address, phone number
Data about your child: date of birth (18 or under)
Audition choices: roles/chorus your child is auditioning for and roles/chorus they wish to be considered for
About your child: Your child’s physical form/appearance (headshot photo)

Legitimate interests

Performing in a production

Data about your child: name, measurements/sizing for costumes and accessories

Legitimate interests

Promoting a production

Data about your child: name, biography (if applicable)

Legitimate interests

Registering for an event or workshop

Contact details: your name, email address, phone number
Data about you: additional information (free text), catering choices (if applicable)

Legitimate interests

Making a refund

Contact details: account holder name
Financial information: name of your bank, sort code, account number

Legitimate interests

Data we collect about you automatically

When collected

Type of data collected

Becoming a cast member and managing your membership

About you: preferred email format, member type, email marketing status, record creation source, date added, date record last changed, contact rating
Data that identifies you: your IP address, geolocation information about where you might be, time zone, region, unique contact ID

Making a payment to us (bank transfer)

About the payment: parent/guardian name, amount paid

Auditioning for a production

Data about your child: Notes about your child’s performance in the audition (director, musical director, assistant director, independent observer)

Performing in a production

Data about your child: Names of character(s) your child is playing
Sound plot: List of scenes that your child appears in and solo vocal numbers

Promoting a production

Data about your child: Names of character(s) your child is playing, their physical form/appearance (photo/video), performance dates

Registering for an event or workshop

Registration submission date and time

    

Sensitive data? We don’t collect any ‘sensitive data’, as defined by the GDPR as data of: racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic data, biometric data, data concerning health or data concerning a natural person’s sex life or sexual orientation.

Definitions
Legitimate interests – We process your personal data for our legitimate interests, as long as these do not outweigh your rights and interests. Our legitimate interests are:

  • Helping individuals to develop their ability and performance confidence through acting, singing and dance/movement
  • Helping individuals to develop essential life skills such as communication, team work and social/networking through a shared interest
  • Staging productions featuring local talent to enrich the cultural experiences offered to Basingstoke and the surrounding communities
  • Improving how we manage and operate the Society

Consent – You have given clear consent for us to process your child’s personal data for a specific purpose outlined in this Privacy Policy.

2 – How we use your personal data

The GDPR means that we can only use your data for particular reasons and we have a legal basis to do so. Here are the reasons for which we process your data:

When collected

How we use your personal data

Becoming a cast member and managing your membership

1 – To administer your child’s membership
2 – To send the parent/guardian email communications about productions, auditions, news and events
3 – To send the parent/guardian email communications and/or telephone you about auditioning for and/or helping out on productions
4 – To send the parent/guardian email communications regarding the administration of a production your child is in, e.g. rehearsal schedules, costume requirements, marketing etc.

Making a payment to us (all payment types)

1 – To administer your child’s membership, ensure that you have paid the relevant membership and show fees to be covered by our insurance policy
2 – To keep a log of transactions for accounting and audit purposes

Auditioning for a production

1 – To administer your child’s application to audition for a production
2 – To support the decision-making process to select the cast for a production
3 – To administer your child’s membership (if they are successful at audition)

Performing in a production

1 – To administer the provision and/or hire of costumes/accessories for your child from our own costume store or an external supplier (costume plot)
2 – To administer the hire of sound equipment from an external supplier (sound plot)

Promoting a production

1 – To use in online and offline marketing campaigns to promote our productions, including but not limited to: website/blogs, social media, direct mailings, email campaigns, local newspapers
2 – To include your child’s headshot and rehearsal photos in the show programme
3 – To include your child’s headshot and rehearsal photos in front of house displays at the theatre
4 – To publish a cast list on our website and in the show programme
5 – To publish your child’s biography in the show programme

Making a refund

1 – To issue a refund to you

3 – Where we store your personal data

We have procedures to secure the data we hold physically and electronically. By submitting your personal data, you agree to the transfer of data to us and the storing or processing by us.

The personal data that you provide is processed by individuals, predominantly living in Basingstoke who hold a specific role in the operation of BATS Next Gen and the staging of a production. These roles consist of formally elected roles on our committee: chairman, treasurer, secretary and ordinary committee members and other individuals fulfilling a specific role, for example show manager, wardrobe manager/helpers, director, choreographer, musical director, assistant director, independent audition panel member, marketing manager and website manager.

We use third party data processing facilities, identified in section 5 to process your personal data.

Remember! You provide personal data at your own risk: unfortunately, no data transmission is 100% secure

4 – How long we hold your personal data for

We retain your personal data for different lengths of time, depending on how we use it:

When collected

Retention period

Becoming a cast member and managing your membership

Until the end of the production (12 months) and we will then fully delete all of your contact details and data about your child

  

Making a payment to us (all payment types)

6 years
Card payment provider: For the duration that the third party provides the service to us. Data is also retained after they cease providing the service to comply with legal and regulatory obligations

Auditioning for a production

Audition form: 6 months
Audition notes: 1 week (until casting announced)

Performing in a production

12 months

Promoting a production

Indefinitely

Making a refund

6 years

5 – Third parties who process your personal data

Below is a list of third parties who we use to process your personal data, what they collect and the purpose and place of processing.

Service provider

Type of data collected or shared

Purpose

Place of processing

Infrastructure

    
    

Google GSuite

– Data about your child

Storage of documentation and use of email accounts to liaise with costume hire and sound hire suppliers

USA

 
    

Communications

Google GSuite

– Contact details
– About you
– Data that identifies you

To administer your membership and send you email communications about productions,auditions, news and events

USA

Payments

Metro Bank

– Contact details
– Data about you
– Financial information

– To administer your child’s membership and ensure that you have paid the relevant membership and show fees
– To issue a refund to you
– To keep a log of transactions for accounting and audit purposes

UK

Productions

Sound hire: SpinAudio

– Sound plot

To administer the hire of sound equipment

UK

Facebook, Twitter, Instagram, YouTube,
Basingstoke Gazette, Newbury Weekly News,
National Operatic and Dramatic Association (NODA)

– Data about your child

To promote productions, such as interviews, names of character(s) your child is playing, their physical form/appearance in videos and photos

USA, UK

Hampshire County Council
Privacy policy

– Your child’s name and performance dates

To administer the registration of children (16 and under) for a performance licence under our ‘Body of Persons’ licence

UK

6 – Third parties we share your personal data with

We do not sell your data on to third parties. We only share your personal data with third parties for the purposes of processing, as outlined in section 5.

7 – Your privacy choices and rights

Your choices

  • You can choose not to give us your personal data – If you choose to do this, you will not be able to become a Cast Member, audition for or perform in a production.
  • You can ask us not to use your data for marketing – Whilst we need to collect and process your name and email address to administer your child’s membership, you can choose the other types of emails you want to receive from us. At the bottom of emails that you receive from us, just click the link ‘update your subscription preferences’ or you can opt-out of emails altogether by clicking the ‘unsubscribe’ link. Or you can email us at [email protected].

Your rights

To exercise any of these rights, contact us at [email protected]

  • The right to access information we hold about you. This includes asking us about:

– the type of data we’re processing
– the legal basis for processing
– the categories of third parties to whom your data may be disclosed
– how long we retain data for

We will provide you with the information within one month of your request.

  • The right to correct any inaccurate personal data about you
  • The right to be ‘forgotten’ – You can ask us to erase all personal data that we hold about you, if you no longer wish to have any contact or connection with the Society.
  • The right to complain about how we use your personal data – Please get in touch with us first to discuss concerns you have about your personal data and how we are using it. If you are still not satisfied thereafter, you can complain to the Information Commissioner’s Office (ICO).
  • Automatic data profiling – We do not undertake any automatic profiling of your data.

8 – Updates to this privacy policy

We will update this Privacy Policy from time-to-time to reflect changes in law or how we operate. When we make changes, we will update the ‘Effective date’ shown at the top of this policy and post a blog post on our website. Where substantial changes have been made we will notify you directly (for example, by email or placing a prominent notification on our website).

9 – About BATS Next Gen and how to contact us

BATS Next Gen is a self-funded, not-for-profit organisation run by volunteers.

If you have any questions about this Privacy Policy, please contact Sandie Thomson, our data protection officer:
Email: [email protected]
Website: via our committee page www.batsnextgen.co.uk